Worldox file organization starts with the Profile Card. It records key information to file documents into Worldox Cabinets and assists with future retrieval. You need to complete a profile card for any document you save to Worldox.
Default Profile Settings
When saving a new document, the profile card is populated with default profile information, such as the Cabinet, Author and additional fields, as selected. Ideally, your defaults reflect the profile information you use most, so you can populate fields efficiently without having to overwrite information that has been auto-filled. If these defaults do not meet your requirements, you can change your settings.
Modifying your Default Profile Settings in Worldox GX4 is easier than ever. To change your default settings, start with a new file save. This will automatically open up a new Worldox profile card.
Complete any fields that you want to include in your default.
Next, click the Save Defaults button near the bottom of the Profile Card:
This will open the GX4 – Save Defaults dialog. Simply check the profile elements that you would like to automatically insert in new record profiles any time you save a new document to that Cabinet.
Whenever you initiate a new document save, the Cabinet appearing on the profile card will be the one used when you last saved default settings. Accordingly, the profile fields will be pre-populated with any default selections you set for that Cabinet at that time.
Using the example above, if your last Save Defaults dialog checked off ‘Client Files’ for the Cabinet, ‘Letter’ for the DocType and yourself as the Author and Typist, all these fields will be filled-in on the profile card when you initiate a new document save. You may use other settings to modify the profile card as desired, but until you save a new Cabinet Default, any new profile cards will default to the settings above.
With well-chosen Cabinet Default settings, whenever you save a new document, you will have your default information pre-populated with your preferred field values. We will look at other ways of re-using existing profile information in future posts.
